WRITE to Be Read –

“Don’t impress me with big words.”

“The written English we want is clean, clear prose. I choose my words carefully – not elegant, not stylish, just clean, clear prose. It means simplifying, polishing, and tightening.”

          An extract from a speech by Lee Kuan Yew to a meeting of ‘top brass’ in Singapore.

          I have quoted this because this is what I aim to do.

           This year make an effort to improve your communication skills.

          Unless your writing is easy to read many of your readers will not finish reading it, or may misunderstand your message.

          Bait your messages at the start of your message to hook your reader to start reading.

          Before you start to write plan your message.  Be clear about what you want to say, and what action you want your reader to take.

          Regularly read some of our famous authors. See what you can learn.

A Handful of Tips to make your writing readable

* Use simple words

          If you want your writing to be read using simple, clear language and familiar words – words your readers can relate to.

          When you have a choice of words, use the simplest word available. For example; for ‘excavate’ use ‘dig’; for ‘contribute’ use ‘give’; for ‘purchase’ use ‘buy’.

          Use precise words with the exact meaning you want. (Simple words are easier to translate into other languages and English is a second language for many people.)

* Use  active words

          Use words that arouse people’s interest and stir them to action. “To improve your writing act on these tips.”

          Make your writing lively. Active verbs are strong and positive.

* Write as you would talk

          Be enthusiastic about your topic.

Be conversational. Use ‘you‘ and ‘we‘ so readers feel included. Use short sentences and short paragraphs.

          Write a rough draft. Get your ideas down but leave your polishing for later.

          Pretend you are talking to your readers. Invent conversations to help you emphasize a point or create interest.  “Do you see what I mean?”

* Remove surplus words, edit, edit, edit!

          Remove all unnecessary words and phrases.

Some phrases can be replaced with a single word. For example, ‘in order that’ (so); ‘in the near future (soon); ‘at this point of time’ (now).

          Check for logic and continuity.

          Check spelling, grammar, and punctuation.

          Look for ambiguous or unclear statements.

To quote Lee, again.

“That which is written without much effort is seldom read with pleasure.  The more pleasure you can assume, as a rule of thumb, the greater the effort….”

* Make your pages lively

          Use short sentences and short paragraphs. Brevity is important for busy people.

          Use sub-headings; list points with numbers or bullets.

          Insert illustrations, diagrams, or cartoons.

          Set out your pages to make them look interesting. If possible avoid large blocks of solid text.

          Make people want to stop and read your writing to see

what’s in it for them.   

-Geoffrey Moss( mossassociates.co.nz)

“The shorter your words and sentences, the easier they are to read and heed.”

SOURCE: For more on this topic see;  “Persuasive Ways” first published by Moss Associates Ltd, New Zealand and in Chinese by Shanghai People’s Publishing House and as “Secrets of Persuasion” by Cengage Learning Asia. (Available as an e-book from Amazon.com.) Also available as “Getting Your Ideas Across” from Kogan Page, U.K and a  Hungarian translation published by Bagolyvar Konyvkiado, Budapest.